1. Introduction
Welcome to our School Management Application KIWI. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application designed to facilitate smooth collaboration between teachers, students, and parents.
Please read this privacy policy carefully. By using the App, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this privacy policy, please do not access the application.
2. Information We Collect
2.1 Personal Information
We may collect personally identifiable information that you voluntarily provide to us when you register on the App, including but not limited to:
- Student Information: Full name, date of birth, grade/class, roll number, parent/guardian contact details, academic records, attendance history, and photographs
- Teacher Information: Full name, employee ID, subject specialization, contact details, qualifications, and photographs
- Parent/Guardian Information: Full name, relationship to student, contact details (email address, phone number), and emergency contact information
- Administrative Information: Username, password (encrypted), and role-based access credentials
2.2 Academic and Educational Data
- Assignment submissions and grades
- Homework and notes
- Test scores and performance analytics
- Attendance records
- Timetable and schedule information
- Fee payment history and financial records
- Library book borrowing records
- Event participation and extracurricular activities
2.3 Communications
- Messages exchanged between teachers, students, and parents
- Notifications and announcements
- Feedback and support requests
3. How We Use Your Information
We use the collected information for various purposes including:
- Educational Services: To provide core educational functionalities including assignment management, grade tracking, attendance monitoring, and academic performance analysis
- Communication: To facilitate communication between teachers, students, and parents regarding academic progress, events, and important announcements
- Account Management: To create and manage user accounts, verify identity, and provide role-based access
- Service Improvement: To analyze usage patterns, improve App functionality, and develop new features
- Security: To monitor and prevent fraudulent activity, unauthorized access, and ensure data security
- Notifications: To send push notifications about assignments, grades, attendance, events, and other important updates
- Support: To respond to inquiries, provide technical support, and resolve issues
- Compliance: To comply with legal obligations and educational regulations
- Analytics: To generate reports and insights for school administration
4. Data Sharing and Disclosure
We may share your information in the following circumstances:
4.1 Within the School Community
- Teachers: Can access student information relevant to their classes and subjects
- Parents/Guardians: Can access information specific to their child/ward
- School Administrators: Have access to information necessary for school management
- Students: Can access their own academic information and communicate with assigned teachers
4.2 Service Providers
We may share information with trusted third-party service providers who assist us in:
- Cloud hosting and data storage
- Analytics and performance monitoring
- Push notification services
- Payment processing (if applicable)
- Technical support and maintenance
These service providers are contractually obligated to maintain the confidentiality and security of your information and are prohibited from using it for any other purpose.
4.3 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities, including:
- Compliance with legal obligations
- Protection of our rights and property
- Prevention of fraud or security threats
- Protection of the safety of users or the public
4.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.
5. Data Security
We implement appropriate technical and organizational security measures to protect your information, including:
- Encryption: Data transmission is encrypted using SSL/TLS protocols
- Access Controls: Role-based access restrictions and authentication mechanisms
- Secure Storage: Data is stored on secure servers with regular backups
- Password Protection: User passwords are encrypted using industry-standard hashing algorithms
- Regular Audits: Periodic security assessments and vulnerability testing
- Employee Training: Staff members are trained on data protection and privacy practices
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
6. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
- Active Students/Teachers: Data is retained for the duration of enrollment/employment and for a reasonable period thereafter as required by educational regulations
- Academic Records: May be retained for archival purposes in accordance with educational institution policies and legal requirements
- Inactive Accounts: Data may be anonymized or deleted after a specified period of inactivity
Upon account deletion or withdrawal from the school, we will delete or anonymize your personal information within a reasonable timeframe, subject to legal and regulatory requirements.
7. Children's Privacy
Our App is designed for use in educational settings and may be used by children under the age of 13 (or applicable age in your jurisdiction). We comply with applicable children's privacy laws, including the Children's Online Privacy Protection Act (COPPA) where applicable.
- We collect information from children only with verifiable parental/guardian consent through the school administration
- Parents/guardians have the right to review, modify, or request deletion of their child's information
- We do not require children to disclose more information than reasonably necessary to participate in educational activities
- Children's information is only shared as described in this Privacy Policy
If you believe we have collected information from a child without proper consent, please contact us immediately.
8. Your Rights and Choices
Depending on your location and applicable laws, you may have the following rights regarding your personal information:
8.1 Access and Portability
You have the right to request access to the personal information we hold about you and receive a copy in a portable format.
8.2 Correction
You can request correction of inaccurate or incomplete personal information through the App or by contacting your school administrator.
8.3 Deletion
You may request deletion of your personal information, subject to legal and regulatory retention requirements. For students, deletion requests should be made through parents/guardians or school administration.
8.4 Objection and Restriction
You may object to certain processing of your information or request restriction of processing in specific circumstances.
8.5 Withdrawal of Consent
Where we rely on your consent for processing, you may withdraw consent at any time. This will not affect the lawfulness of processing before withdrawal.
8.6 Notification Preferences
You can manage push notification preferences through the App settings or your device settings.
To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below.
9. Third-Party Services and Links
Our App may contain links to third-party websites, services, or resources that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
We recommend that you review the privacy policy of any third-party service before providing any personal information.
10. Changes to This Privacy Policy
We may update our Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. We will notify you of any material changes by:
- Posting the new Privacy Policy on this page with an updated "Last Updated" date
- Sending a notification through the App
- Providing notice through email or other communication methods
We encourage you to review this Privacy Policy periodically for any changes. Continued use of the App after changes constitutes acceptance of the updated policy.
11. Consent
By using our School Management Application, you hereby consent to our Privacy Policy and agree to its terms. For users under the age of 18, consent must be provided by a parent or legal guardian through the school administration.
12. Specific Provisions for Indian Users
For users in India, we comply with the Information Technology Act, 2000, and applicable rules including the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011. We process personal data with your consent and in accordance with Indian data protection laws.